How to Build Internship Programs for Your Utility

Got Internships? How to Build Internship Programs for Your Utility

Presented by Catherine Curtis Baywork Vice-Chair Workforce Reliability Manager Wastewater Enterprise, San Francisco Public Utilities Commission BAYWORK is a consortium of Bay Area water and wastewater utilities working together to ensure that we will have the reliable workforce needed to serve our customers and protect the environment. BAYWORK activities, programs, and events are open to employees of all Bay Area water and wastewater utilities.

baywork.org Workforce Reliability Roadmap

• Develop qualified candidates for mission-critical jobs

• Provide staff with the information needed to do quality work

• Modify work to optimize use of staff available

• Maximize cost-effectiveness of investments through collaboration

6 Internship Defined

• Internship - An internship is an official program offered by an employer to potential employees. Interns work either part time or full time at a company for a certain period of time. Internships have a goal to gain practical work or research related experience.

• The modern concept of internships essentially springs from the medieval apprenticeship, in which skilled laborers (often craftsmen) would teach a young person their trade and, in exchange, that person would agree to work for the teacher for a certain length of time. Internships Lead to Jobs

Though employment isn’t guaranteed at the end of an internship, many employers use internships as a way to train and evaluate future employees. In fact, a 2009 NACE survey of U.S. employers with interns found that 67% of those interns were given job offers after their terms were complete.

Taken from internships.com Internship versus Apprenticeship

Internships are created by the utility and offered through the utility to provide hands on training for a specific skilled trade. Not all internships are paid and can be from 6 weeks but rarely exceed a year typically.

Apprenticeships - An apprenticeship program is on-the- job training supplemented by related technical instruction, and earns while learning. The apprentice will be indentured by a union and standards are set by the State of CA, both of which will monitor the apprentice’s progress for the length of the program (4-5 years typically). Challenges Brainstorm Why don’t you have internship or apprenticeship programs already? What are your challenges? Internship Guidebook 3 Clicks to access: Resources How-To-Guides Internship Guidebook Survey’s Contact Information Internship Overview Internship Program Name Employer of Record Internship Level Eligibility Criteria Internship Detail Mission Statement Program Summary Program Components Partners Compensation Liability Program Outcomes Lessons Learned White Paper

Internships require collaboration between educational institutions, utilities, and in some cases, nonprofit agencies to be successful.

9 utilities and 8 educational institutions were surveyed for this Guidebook.

The White Paper highlights the common practices, lessons learned and conclusions. Supporting Documents

Announcements Participant Manuals Participant Evals Training Goals List

Rotational Schedules Check Lists Insurance Process Agency Agreement Internship Commonalities for Utilities • Liability assigned to a third party • Paid Interns • Orientation • Safety Training • Tours • Performance Learning Objectives • Mentors assigned to intern • Partner with educational institutions • Rotational schedule • Work performance evaluations • Skilled trade emphasis • Post internship employment opportunities Lessons Learned

1. Begin with clarity about what you want interns to learn, so that it can be reflected in the selection process, orientation and onboarding process, mentoring and supervision, and evaluation of the success of individual interns and the process as a whole.

Two Instrumentation and Control Technician interns who developed learning objectives with Academic Instructor and Site Supervisor. Lesson One Examples 1. The East Bay Municipal Utility District (EBMUD) - internship announcement clearly listed the qualifications and skills required to apply for the internship position. 2. At the Contra Costa Water District (CCWD), learning objectives are well integrated in the onboarding process. The onboarding process clearly defines the intern’s roles, goals, responsibilities, tasks at the beginning of the internship. 3. San Francisco Public Utilities Commission (SFPUC), Wastewater Enterprise (WWE) has a community benefit 9916 training program with an announcement that outlines specific skills and knowledge to be learned. The program has an extensive orientation with safety training and tours. Site supervisors provide interns with Learning Skills Assessments (LSA’s) where skills and levels of competencies are defined. Activity

• Count off by 4 - Facilitator will direct your group where to meet • Pretend you are building an internship program for a water or wastewater treatment operator • 3-5 minutes: Draft two learning objectives or learning goals appropriate for your internship program. • Share and discuss learning objectives Lessons Learned - 2

2. Investigate options for administering and paying for intern process that streamlines the process (e.g. use of a third party such as a community college foundation to hire and pay students.)

https://foundationccc.org/ Lesson Two Examples 1. Santa Clara Valley Water District (SCVWD) hires their summer interns through a temporary employment agency. 2. EBMUD adopted a hybrid employment approach where they worked with a College Foundation and a Cooperative Education Program. The College Foundation pays the interns a stipend and the Cooperative Education Program provides workers compensation insurance coverage. 3. Dublin San Ramon has partnered with Solano Community College (SCC) and a local Regional Occupational Program (ROP) to address liability issues associated with having interns on-site. Lessons Learned - 3

• Provide as much hands-on experience as possible, especially for skilled trades. Lesson Three Examples

1. At the San Diego Regional Water Authority, interns receive a one week orientation and rotate for 8 weeks at a time to system operations, system maintenance, water treatment and wastewater treatment. 2. EBMUD rotates interns between water and wastewater sites (6-10 weeks). 3. SFPUC 9916 program rotates trainees every four months for three years to maintenance, operations, lab, and some specialty operations to give opportunities to qualify for lab or operator positions at the end of the training. Activity

• Go back to your original groups • 5 minutes – Identify at least three skills your intern must learn and create at least one hands on activity that would tell you whether your intern has mastered this skill. • 3 minutes - How do you know what good looks like? How will you know your intern has mastered this activity? Discuss and be ready to report out. Lessons Learned - 4

• Select strong mentors and provide them with the support needed to be successful. Lesson Four Examples 1. SCVWD has a mentor-training program to properly equip each mentor for their role. Each intern designs a learning plan with their mentor to ensure expectations are clear for both the student and the mentor. 2. SFPUC Project Pull provides professional mentorship to highly-motivated, promising high school students. The students intern with full-time professional employees in the fields of architecture, business, engineering and science. 3. EBMUD hand selects good role models for interns and provides them with behavioral guidelines. A goals checklist is provided to supervisors, mentors and interns on the first day. Internship Workshop Materials Available for YOU!!!

Baywork website Baywork.org

Events Tab Past Events Select: Jan 23, 2014 | How-To Workshop on Successful Internships

Gain access to all these materials. Internship Check List Budget – hiring plan – or 3rd payer system Announcement - recruitment – selection - onboarding Orientation – Schedules – Policies and Procedures Agreements – Roles and Responsibilities Learning Objectives Identification of Knowledge, Skills and Abilities Focus Participant Manual Safety Training – On-the-job Training Field Testing Mentor Assigned Tours Performance Appraisal and Feedback Job Posting Page Search on Internships

Click here to find internships Pathways to Prosperity Report, 2008

Pathways to Prosperity Report

“we need to create a system of career focused pathways that span the last years of high school and at least one year of post-secondary education or training and lead to an industry-recognized credential.” Pathways to Prosperity Report

“The challenge is to make opportunities for work- linked learning far more widely available.” The combination of technical training and internships has the highest rate of success in terms of employment after training, income and career success.

We need to make internships the rule, not the exception. Water and Wastewater Career Pathways

This is a report focused on the role of water and wastewater utilities, nonprofit organizations, foundations, unions, state, local, and national government agencies, and educational providers in building career pathways to skilled trades careers in the Bay Area water and wastewater industry.

Career Pathways Report Vacancies and Retirement Data

Conclusions We need to increase internship partnerships between utilities, educational institutions (high schools, community colleges and universities) and community based organizations to provide hands-on training to interns. Feedback Forms

Please fill out your feedback forms now and turn them in before your next session.

Thankyou Catherine Curtis Workforce Reliability Manager San Francisco Public Utilities Commission, Wastewater Enterprise Baywork, Vice-Chair [email protected] 415-920-4962 Baywork.org